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CALL MASTER Version 2.09 SERVICE CALL SCHEDULING and ACCOUNTS RECEIVABLE SYSTEM for PEST CONTROL, LAWN CARE, AIR CONDITIONING, and other service business. Copyright (C) 1988,89,90,91 by: MICRO DATA ASSIST 2701-C, West 15th, Suite #149 Plano, Texas 75069 (214) 736-3668 Reproduction by any means strictly prohibited. All rights reserved worldwide. TABLE OF CONTENTS INTRODUCTORY SECTION Introduction...................... 1 Manual organization............... 2 Manual conventions................ 3 System overview................... 6 Operational flow.................. 8 SYSTEM INSTALLATION System Requirements............... 13 Installation...................... 13 System initialization............. 15 SYSTEM FUNCTIONS...................... 17 MASTER MENU....................... 18 MAINTENANCE Overview........................ 19 Last name search................ 20 First name search............... 21 Client master................... 22 Service/location................ 25 Display client................ 25 Location maintenance.......... 27 Service schedule maintenance.. 28 Call scheduling............... 39 Invoicing..................... 30 Payments/Adjustments.......... 34 Display payments/adjustments.... 36 Work history display............ 36 LABELS, Etc. ..................... 37 Labels.......................... 37 Rolodex cards................... 37 Envelopes....................... 38 Special labels/envelopes........ 38 Service maintenance records..... 38 Service call (routing) cards.... 38 CLIENT PHONE LISTINGS............. 40 SERVICE SCHEDULES................. 41 Schedule by date................ 41 Schedule by client.............. 41 Schedule by service............. 41 Schedule by technician.......... 41 Expired contracts............... 41 FINANCIALS........................ 42 Overview........................ 42 Account maintenance............. 42 Inventory maintenance........... 43 Tax table maintenance........... 43 Print aged receivables.......... 44 Print statements................ 44 Print journal listings.......... 45 Print revenue projections....... 45 Recap client work done.......... 45 SYSTEM UTILITIES.................. 47 Reindex data files.............. 47 Purge expired service schedules. 48 Purge old invoicing............. 48 Purge old invoice detail........ 49 Modify system parameters........ 49 Post finance charges to A/R..... 50 SPECIAL FORM REQUIREMENTS Invoices/statements............. 51 Routing (service call) cards.... 51 Rolodex cards................... 51 Other........................... 51 INTRODUCTION The 'CALL MASTER' call scheduling and accounts receivable system for service business consists of a series of programs designed to assit you in the porfitable operation of your business. These programs will maintain your service call scheduling, invoicing, statements, accounts receivable, and provide you with journal reports for ease of posting to the general ledger system you are currently using. This system was designed to adapt your current operational flow with little change in the way you do business. With this system you will be able to concentrate on those functions that will increase your cash flow. The tedious functions of call scheduling will be performed by the computer. Although this system has been designed to be easy to learn and operate, any complex accounting system requires some study and operator training. Once you feel that your operator(s) are familiar with 'CALL MASTER' you should allow an initial period for entry of your data, before placing the system into normal daily operation. Initial transfer of your current client service call scheduling data should first be those accounts that have an outstanding accounts receivable balance. Setup these accounts and their service schedules first and post those charges necessary to establish their outstanding A/R balance. Following the setup of these accounts next setup those accounts requiring servicing in the immediate furture. Finally add all remaining clients and their service schedules. Bringing up the system in this manner will allow it to be of value to you in your day to day operations in the shortest time possible. To achieve maximum benefit of the various features of this system study the operational flow vary carefully and also the functions provided. The better your understanding of these functions the more flexable will be use of the system. Making it work for you is easier than you think. MANUAL ORGANIZATION Your manual is divided into several operational sections. It is suggested that you read the entire introduction section before operating the system. Refer to the reference sections as required during system operation. INTRODUCTION This is the section you are currently reading. This section contains general information on the system, manual organization, conventions used, system overview, and general operational flow. SYSTEM INSTALLATION This section instructs you in the proper steps to take for system installation and data file initialization. Please read this section before installing your system. SYSTEM FUNCTIONS This section contains detail operator information on each of the system functions. Each sub-section of your system is described in detail in this section. Become familiar with this section but use it primarily as a reference guide. DATA FILE STRUCTURES This section contains description of your data file structures and fields used. Each file is described in detail. Each field is documentated in its use. If you plan to write your own routines to access these files study this section first. In no way should you modify, update, change, or delete information in these files. Make a copy of the data files you wish to work with and use the copy for all of your processing. SPECIAL FORM REQUIREMENTS This section identifies the various special forms needed for the day to day operation of this system. MANUAL CONVENTIONS DATA ENTRY & EDIT _________________________________________________________________ All Micro Data Assist software uses a method of data entry and edit known as 'full screen data entry'. Whenever data is to be entered, or edited, the operator is presented with a screen display which resembles a common paper form. During initial data entry the operator then 'fills in the blanks' (called fields) of the form, during edit the operator can change the data in the fields or 'blanks'. This method of data entry/edit is very fast because the operator can scan ahead to see what information is required. Just as you would not necessarily fill in all of the blanks on a paper form, you do not need to fill in all of the fields on the screen. If you don't have the information to fill in the field, or don't care to store the information, just don't enter anything. The position within the field where the next typed character will be placed is indicated by the cursor, generally a blinking underscore. EDITING KEYS _________________________________________________________________ The <ENTER> key _________________________________________________________________ The <ENTER> key is used to tell the computer that you are done with a field and wish to go to the next. This key will always take you to the next field, or exit from the screen if you are in the last field. This key is also used to select highlighted keywords at a menu. The DOWN ARROW key _________________________________________________________________ The DOWN ARROW key (located on the numeric keypay) is used to move to the next menu selection on the screen. If the last menu selection of the screen is highlighted when the DOWN ARROW is pressed you will be placed on the first menu selection. The UP ARROW key ________________________________________________________________ The UP ARROW key (located on the numeric keypad) is used to move back to the preceding menu selection on the screen. If the first menu selection of the screen is highlighted when the UP ARROW key is pressed you will be placed on the last menu selection. The LEFT ARROW key _________________________________________________________________ The LEFT ARROW key (located on the numeric keypad) is used to move left (or up) to the preceding menu selection on the screen. If the first menu selection of the screen is highlighted when the LEFT ARROW key is pressed you will be placed on the last menu selection. The RIGHT ARROW key _________________________________________________________________ The RIGHT ARROW key (located on the numeric keypad) is used to move right (or down) to the next menu selection on the screen. If the last menu selection of the screen is highlighted when the RIGHT ARROW key is pressed you will be placed on the first menu selection. The BACKSPACE key ________________________________________________________________ The BACKSPACE key (located on the top row of keys above the <ENTER> key) is used to delete the character just to the left of the cursor in the field and move the cursor one space to the left. The DEL key ________________________________________________________________ The DEL key (located on the numeric keypad) is used to delete the character directly over the cursor. All characters to the right of the deleted character are moved one space to the left and a blank space is added at the extreme right end of the field. The INS key ________________________________________________________________ The INS key (located on the numeric keypad) is used to allow insertion of new characters into the field directly above the cursor. All characters to the right of the cursor are moved one character to the right for each inserted character. If a character previously existed in the last space of the field, it will be discarded. The CTRL 'T' key combination ________________________________________________________________ Holding down the CTRL key and pressing the 'T' key will delete that portion of the word directly above, and to the right, of the cursor. All characters to the right of the characters deleted will be moved to the left to fill the space the deleted characters occupied. The CTRL 'Y' key combination ________________________________________________________________ Holding down the CTRL key and pressing the 'Y' key will delete all characters above, and to the right, of the cursor to the end of the field. If the cursor is in the first position of the field the entire field contents will be deleted. SYSTEM OVERVIEW The 'CALL MASTER' system is comprised of three integrated systems - Scheduling, Accounts Receivable, and an interface to a General Ledger system. This system has been designed to be easy to learn and use. Program operations are selected from highlighted bar menus. Operations are grouped as logical units to place commonly used functions together on a single menu. As with every software product there is certain terminology used to describe the different data items and concepts. In order to become familiar with the software, we will present the terminology and conceptual design of the software in the next few paragraphs. Later section of this chapter will present the operational details of the software. CLIENTS ______________________ The entire accounting system is built around clients. Each client is treated as a single entity for the purpose of billing and balance maintenance. This entity will receive all statements and is assumed to be responsible for all payments. LOCATIONS _____________________ Each client can have from 1 to 999 unique locations to receive services. Each location can have a different address and service schedule. A space is provided to hold a map reference for ease of location and routing purposes. For a residence this location will most likely be the client. For a business each location could be a seperate building (example - rent houses). Tax codes are assigned to the location in order that taxes can be accounted for by taxing authority for a given locallity. A location must have at least one service. SERVICE _____________________ Each location can have one of every service you provide. Each service can have a different schedule. Contained within the service record for a given client/location you will have the following information: client P.O. number, date service is to be performed, number of calls remaining to be made for this service, number of days between calls, a flag to identify if the service is taxable or non-taxable, the rate to charge, the technician to perform the service, and any comments necessary to better inform the technician as to what to do. ACCOUNT ________________________ Each service that you provide is identified one time in a master ACCOUNT table. This is similiar to a chart of accounts for a general ledger system and works in about the same manner. Before you can setup a service schedule for a client/location it must first exist in this table. Information contained in this master record for the service can be changed to those values needed by the client at the time it is scheduled for the client. INVENTORY _______________________ In addition to the service other items can be charged to the client at time of invoicing. If these items must be purchased before hand you can identify them in this table. When you invoice you only need to enter the item number that identifies the item of purchase and it description, unit of measure, if it is tabable, and pricing per unit are displayed to you. This simplifies the building of an invoice and also allows you to create item price lists that your technician can take with them into the field. Items not identified in the inventory table file can be entered on the invoice by typing in its description and other information. TAX TABLE ______________________ This table allows you to setup up to 99 tax codes to be used to identify up to 99 different taxing localities. Each entry can have a different rate. When you setup a location you identify the tax rate to be used by assigning it an entry from this table. All taxable charges against the location will be taxed at the given rate for this code. When journal entries are listed each code will be reported seperately. In this manner you can account for taxes to the proper taxing authority without time consuming analysis of your sales records. OPERATIONAL FLOW Operational flow of this system is defined to work within the current cycle of events required to properly execute a manual 'SERVICE CALL MANAGEMENT' system. SETTING UP YOUR DATA FILES 1. Install the distribution 'CALL MASTER' software on your hard disk by following the procedure outlined in the System Installation & Initialization. 2. Review your current manual system and structure a chart of accounts for the services that you provide to your clients. Keep in mind that you may wish to set up separate accounts for the same service if you offer that service under contracts of various lengths. These accounts will provide you with the ability to track your sells in as detailed manner as possible with no additional work on your part. Information needed consists of the following: Account Number - A four digit code field that can contain any value you wish to enter. This code must be unique for each account that you setup. Description - A brief description to better describe the account code. Calls (standard for this service) - The number of calls that this particular account provides service for. If you offer contracts of various length of time, for the same service, at rates prorated for the length of service, then you would want to setup a separate account for each contract showing the specific number of calls provided by each. Taxable (Y/N) - Identify if this service is taxable with either a 'Y' or 'N'. Frequency (days between calls) - The number of days between scheduled calls. If only one call then this value would be 0. If service is provided on a monthly basis then the value would be 30. Rate (1st call) - Rate to charge for the initial call made for this service. Rate #2 (repeat calls) - Rate to charge for all secondary calls for this service. 1) If there is only one call provided this value would be 0. 2) If there are multiple calls but only the first one is charged for then this value would be 0. 3) If all calls have the same rate then this value is the same as for the 1st call. 4) If there are multiple calls but all secondary calls are at a reduced rate then this value is the reduced rate. (Note - When you post your invoicing information the value of rate #1 is used as a default rate for that invoice. After the invoice has been entered then the value of rate #2 replaces rate #1. In this way the value of rate #2 is then used as the default rate for the next invoicing entry for this account. These rates can be changed at time of service setup.) 3) Create a listing of all items to be listed on invoicing and made chargeable to the client. Assign a 4 character code to each item along with its unit of measure and unit price. 4) Create a tax table of the various tax rates, and localities to report for, to be setup in your system. If you only have a single tax rate rate to use you will only need to setup one entry. If you must keep track of taxes collected by city/area you perform the work in you will need to setup an entry for each city/area to account for. When you setup a service location for a client you are requested to identify the tax code to utilize for all services to that location. After you have setup all your service master accounts, inventory item table, and tax code table, and proofed them for correctness you may start to load your client base. 5. Bring up 'CALL MASTER' by entering: C>CMMENU (return) 6. Select the 'FINANCIAL' function from the 'MASTER MENU'. 7. Select the 'ACCOUNT MAINTENANCE' function from the 'FINANCIAL - SUB MENU'. Enter the tables you setup in step #2 and #3. 8. Return to the 'MASTER MENU' and select the 'MAINTENANCE' function. Advance the light bar to the 'NAME MAINTENANCE' option and press return. 9. Enter your client, name and address, information (for those individuals and business that are responsible for payments) by selecting the 'ADD NEW' option. The only required information at this time is the entry of 'I' for individual, or 'B' for business, and the clients name. If you are converting from a system where your clients have been assigned a ID number you can enter that number, otherwise just press return for this information and the system will assign an ID number to your clients. (Entering full address information will save you time later when you start to enter location/service information.) Enter all names exactly as they would normally be written. Separate references such as 'Jr., Sr., etc' with a comma only from the last name. Prefix's such as 'Mr./Mrs.' for individuals, and 'The' for businesses should go in the field called 'PREFIX' and not in the same field as the name. 10. After you have entered all your clients name and addresses, exit back to the 'MASTER MENU' and select the 'PHONE LISTINGS' function. Print a list of all clients you have just entered and proof this list for accuracy. Return to the 'MAINTENANCE' function to enter all corrections. Repeat this list/maintenance cycle until all clients are properly entered. 11. Now that all clients are setup you are ready to setup your clients service schedule. From the 'MAINTENANCE' function select the 'SCHEDULE option. With this function you setup a separate record for each client/location/service that you are currently contracted to provide. (Note - a client can have from 1 to 999 locations that receive service. Each location must have at least one service, but can have one of each of the services that you provide. 12. Taking one client at a time, setup a record for each location receiving service and the type of service received. You will be required to enter the reference to at least one service upon setting up a new client location. Remember that this is the location that receives the requested service. Example - If this is rental property then you would setup a separate record for each property (location). You would then setup each service provided at that location. The name and address on this record would identify the residents of the rental property - not the party responsible for paying for the service. 13. After you have loaded all of your clients, and their service location records, print out your service schedule listings in the sequence most valuable to you. Proof these listings and set confirmed service call dates where necessary. 14. After you have set confirmed call dates you are ready to print your (ROUTING) call cards. 15. You are now ready for normal operation of your system. NORMAL OPERATIONAL FLOW DAILY FUNCTIONS 1. Perform Client Master maintenance (add, change, delete). 2. Perform Client Service Master maintenance (add, change, delete). 3. List pending service calls. 4. Confirm pending calls (manual phone call). 5. Post confirmed call date to Client Service Master's. 6. List confirmed service calls. 7. Print (ROUTING) service call cards (3" x 5" cards). 8. Perform service, and create invoicing document (manual). 9. Post service invoicing document to client location service master. (Notes on invoicing - Line items of charge require either a item code from your item table or a description. If both fields are blank then the line item will be deleted if it previously existed, or it will not be part of the invoice. You can blank out either of these fields by pressing CTR 'Y' when the cursor is in the beginning of the field.) 10. Post invoicing payments and adjustments. MONTHLY or AS NEEDED 1. List journal entries. 2. Print Accounts Receivable listing (8 1/2" x 11" paper). 3. Print Accounts Receivable Statements (8 1/2" x 11" paper). 4. Print service history records (3" x 5" rolodex cards). 5. Print recap of client work done (8 1/2" x 11" paper). OTHER 1. Print mailing labels. 2. Print rolodex cards. 3. Print envelopes - (uses your current stock of office envelopes). 4. Print labels/envelopes for A/R - 30/60, 60/90, and over 90. 5. Print labels/envelopes for Statements. 6. Print labels/envelopes for service locations for a specific service. 7. Print labels/envelopes for services soon to expire. 8. Print labels/envelopes for services that have expired. 9. Print labels/envelopes for services performed by a specific technician (route). 10. Reprint service history records. 11. Reprint service call records for a given day. 12. Reprint service call records for a given day and technician. 13. Print selective phone listings. 14. Print service schedules by date, client, service, or technician. 15. Print listing of expired service contracts. 16. Print revenue projections of existing service contracts. 17. Print master service account listing. 18. Print recap listings of journal entries for a period of time. ** END ** SYSTEM REQUIREMENTS To use 'CALL MASTER' service call scheduling software your computer system must meet all of the following requirements. . IBM PC/XT/AT/PS2 or 100% compatible computer . 512k of internal memory . 10 megabyte, or larger, hard disk drive . Monochrome, Color, EGA, of VGA monitor and card . A printer which operates from your computer attached to either LPT1,LPT2,COMM1, or COMM2. (Tractor feed recommended.) . MS-DOS 2.0 (or greater) operating system The 'CALL MASTER' service call scheduling software may be run on some computers that are not 100% compatible with the IBM machines. Micro Data Assist does not guarantee that the software will operate correctly on all, or any such, computers. SYSTEM INSTALLATION The 'CALL MASTER' application program may require more intensive disk utilization than other programs you are currently using. Your DOS operating system permits you to alter the environment to handle this intensive disk utilization through the use of parameters contained within a 'CONFIG.SYS' file. At the time you boot your system this file is read and the parameters within it are used to modify your system. If you do not have this file already on your disk please check your DOS manual on how to create one containing the following values. If you already have this file please check that it contains the minimum following values. FILES=20 BUFFERS=8 (* NOTE - 'CALL MASTER' will not properly function unless these minimum values are set!) The diskettes that your copy of 'CALL MASTER' was distributed to you on should not be used for running of 'CALL MASTER'. You should first make a back-up copies of these diskettes and place the originals in a safe place. It is recommended that you create a sub-directory, on your hard disk, that will contain the 'CALL MASTER' program and overlay files. The following DOS command will create a sub-directory called 'SMMENU': C>MKDIR CMMENU (return) Once you have created the sub-directory, execute the following command to make it the directory you currently are working out of: C>CD\CMMENU (return) Insert the 'CALL MASTER' backup distribution diskette #1 into your 'A' drive. Copy the contents of this diskett into the SMMENU directory by use of the following command: C>COPY A:*.* (return) Upon completion of copying the contents of the #1 distribution diskett remove it and repeate the process with diskett #2. Upon completion of copying both disketts into this sub-directory verify that you have the following files in it: CMMENU.EXE CM1.OVL CM2.OVL CM3.OVL CM4.OVL CM5.OVL CM6.OVL You are now ready to 'INITIALIZE' your copy of 'CALL MASTER'. SYSTEM INITIALIZATION During the system initialization routine you will be provided the opportunity to place you work files on to one of the disk drives 'C,D,E,F'. (Normally this will be 'C'to identify your hard disk. Floppy disk drives should not be used due to limited capacity.) Initialization performs the following functions: 1) Allows you to identify the disk drive your work files are to reside on. 2) Builds/rebuilds your working data files on the designated disk drive. 3) Allows you to load your company/business name to be displayed on all screens and printed at the top of all reports and listings. 4) Writes a file 'CMMENU.MEM' to your program disk that saves these values and also indicates that the initialization procedure has been performed. (* NOTE - If you ever need to repeat the initialization procedure, delete the file 'CMMENU.MEM' from your hard disk.) To perform your system initialization: 1) Reboot your system (in order to allow the parameters contained within your 'CONFIG.SYS' file to be activated). 2) Make the directory that you placed the 'CALL MASTER' program and overlay files in your active directory. The following command will do this if you followed the instructions for 'SYSTEM INSTALLATION': C>CD\CMMENU (return) 3) Load the 'CALL MASTER' program by entering the following: C:CMMENU (return) 4) Answer the questions presented to you. (* NOTE- If you are performing this routine for the second time you will be given an opportunity to delete and rebuild your working data files. Respond with a 'Y' to these questions only if you wish to delete and rebuild. You will not be able to recover any data from files that you delete and rebuild by mistake, and even data contained in related files may be lost to you.) 5) Once you have performed this routine from start to finish your system is ready use. This routine will not be executed again unless the file 'CMMENU.MEM' is deleted. SYSTEM INITIALIZATION IS NOW COMPLETED To load your system for normal use just re-enter the following command from the directory your 'CALL MASTER' program resides in: C>CMMENU (return) SYSTEM FUNCTIONS All of 'CALL MASTER' functions are accessed through the use of menus. You request the desired function by highlighting the desired menu item and pressing the <ENTER> key. There are several types of menus presented to you: Master menu, Sub-menu, and function menus. In Master menu and selected Sub-menus you can request the desired function by: 1) entering the number to the left of the desired function, 2) or by highlighting the desired function by moving the lightbar through the use of the up, down, left, and right arrow keys then pressing the <ENTER> key. In function menus the function is selected by highlighting the desired function through the use of the up, down, left, and right arrow keys then pressing the <ENTER> key. As you move around in the menus you will be displayed a different highlighted prompt below the menu. This prompt will better describe the menu option that is highlighted. Upon pressing the <ENTER> key the menu selection highlighted will be execuited. Upon completion of the selected menu selection you will be returned to the menu from which it was selected. If you requested a maintenance function the information displayed in that function may remain displayed until you select another function. Also key information selected in one maintenance function will be carried into the next requested maintenance function. In this manner it is possible to perform full maintenance on all of a clients records without having to reenter the clients ID for each maintenance function desired. MASTER MENU The 'Master Menu' will be displayed imediately after your confirmation of the system date displayed on the 'SIGN ON MENU'. From this 'Master Menu' you are provided access to all of the features of 'CALL MASTER' service call scheduling software. 1. MAINTENANCE - This is your primary set of functions. Through this set of functions you can locate a specific client, perform maintenance on that client, perform maintenance on that clients service schedules, post invoicing, and post payments and adjustments. 2. LABELS, etc. - This requests passes you onto a sub-menu that allows you to select various pieces of information from your data files in order to print mailing labels, rolodex cards, envelope addressing, (routing) call cards, and client service history rolodex cards. 3. PHONE LISTINGS - This request allows you to print various formats of listings of your client master, and service locations, showing the address and phone numbers. 4. SERVICE SCHEDULES - This request allows you to select various format listings of your pending/confirmed/expired service call schedules. You will find this series of reports one of your primary tools for day to day operations. 5. FINANCIALS - This request passes you onto a sub-menu of functions that allow you to maintain your financial code tables and print all provided financial reports. 6. UTILITIES - This request passes you onto a sub-menu of functions that will help you maintain and configure your system. MAINTENANCE Upon selection of this set of functions you will be displayed a new screen with a set of sub-menu options which provide the following function: . Last name search - Search for and display client masters by last name. . First name search - Search for and display client masters by first name. . Client master - Perform the maintenance functions of add new, change, and delete of client master information. . Service/location - A set of functions for client file maintenance. These functions consist of: . Display client - Display listing of all services scheduled for this client by location and service code order. . Location - Performs the maintenance functions of add new, change, and delete of service location masters. . Service - Performs the maintenance function of add new, change, and delete of specific service schedules for a give location. . Call schedule - Allows you the ability to change the status of a specific service call schedule. . Invoice - Invoice routines of posting, change, and delete. . Payments - Routines for posting/deleting payments and adjustments. Displays summary of client status. . Display payments - Display all payments and adjustments made to client account. . Work history - Display of all service history on file for client. . * Quit * - Close all data files, clear screen and return to DOS. . * Exit * - Close all data files and return to 'Master Menu'. Select the desired function by highlighting the desired menu seletion and then pressing the <ENTER> key. LAST NAME SEARCH With this function you can search for, and display, client masters by last name order. Upon selecting this function you will be displayed a fresh screen and a prompt for you to enter that portion of the last name you wish to search on. If you wish to start with the first record on file just press the <ENTER> key without entering any information. If there is no match for the search you requested you will be displayed an error message stating so. A successful search will result in the display of as many names as necessary to either fill the screen or unitl end of file is reached. The system will pause after each full screen in order for you to either continue or terminate the display. (Note - You can modify the amount of information to be displayed by use of the 'Modify system parameters' function under 'System Utilities'.) FIRST NAME SEARCH With this function you can search for, and display, client masters by first name order. Upon selecting this function you will be displayed a fresh screen and a prompt for you to enter that portion of the first name you wish to search on. If you wish to start with the first record on file just press the <ENTER> key without entering any information. If there is no match for the search you requested you will be displayed an error message stating so. A successful search will result in the display of as many names as necessary to either fill the screen or unitl end of file is reached. The system will pause after each full screen in order for you to either continue or terminate the display. (Note - You can modify the amount of information to be displayed by use of the 'Modify system parameters' function under 'System Utilities'.) CLIENT MASTER With this function you are provided the client master maintenance functions of add new, change, and delete, along with the ability to display existing client masters. There are two basic formats for maintaining client information: Format #1 - Individual - Used for setting up client masters for individuals (not a business). This format will allow you to locate the client by either first, or last, name. Format #2 - Business - Used for setting up client masters for your commerical accounts. The search by either first, or last, name will work in identical ways because there is no last name sequence for business accounts. There is a slight difference in the information requirements for these two client formats. When you identify the client as either an individual, or a business, client you will be displayed one of the two following screen formats. The menu maintenance functions provided are: 1) INQUIRE - Allows you to enter the ID of a specific client and display that client master on the screen. 2) ADD NEW - Use this function for adding new client masters to your file. Upon selection of this function you will be presented with a fresh screen and positioned to enter the clients ID number. If you wish to let the system assign the next available ID number just press the <ENTER> key for this entry. If you enter an ID the system will check to insure that this new ID is not already on file before you are allowed to continue. If the client master already exists you will be displayed that client master and the request to add a new client will be cancelled. You next are requested to identify the client as either an 'Individual' or a 'Business'. This is a required entry and if you fail to make it the request for adding a new client will be cancelled. 3) CHANGE - Use this function to modify the information in a specific client master. 4) DELETE - Use this function to delete a specific client master and all related location and service records. 5) SKIP(+) - Upon the selection of this function the system will advance forward (in ID sequence) to the next client master and display that client on the screen. If End-of-file is reached an error message stating such will be displayed to you. 6) SKIP(-) - Upon the selection of this function the system will advance backward (in ID sequence) to the previous client master and display that client on the screen. If Beginning-of-file is reached an error message stating such will be displayed to you. 7) FIRST - Upon the selection of this function the system will advance to the first record (in ID sequence) on file and display that client master on the screen. 8) LAST - Upon the selection of this function the system will advance to the last record (in ID sequence) on file and display that client master on the screen. 9) * QUIT * - Upon the selection of this function all data files will be closed, the screen cleared, and you will be returned to the DOS prompt. 10) * EXIT * - Upon the selection of this function you will be returned to the maintenance sub-menu for selection of another function. The last client master displayed on the screen will be remembered and passed on to any function requiring a client master to exist. Field editing requirements CODE - (optional use) This field is provided to allow you to identify the client master to some unique selection, or grouping, that is valuable to your business. Selection of clients based upon this code are possible in most of the reports and listings. PREFIX - (optional use) This field is to modify the clients name and not affect the first/last name sequencing of the client master. Suggested use would be - Mr., Mrs., The, etc. NAME - (required) This is the only required information you need to enter in order to setup a new client. Enter the clients individual or business name in the same format as you would normally see it. The system will create another field in last name/first name format from the information you enter here. (Note - Seperate sufix's of Jr., Sr., etc from the last name with a comma ',' and not a space. Failure to do so will result in the last name sequencing on Jr., etc. Business names will remain in the same format for both last and first name sequencing.) SPOUSE - (optional - individuals only) Use this field to enter the spouses name for an individual client master. You will be provided with the option to print, or not print, this information on most listings. ADDRESS LINE 1 - (optional) Use this field to enter the first line of address for the displayed client master. ADDRESS LINE 2 - (optional) Use this field to enter the second line of address for the displayed client master. ADDRESS LINE 3 - (optional - business only) Use this field to enter the third line of address for the displayed client master. CITY/STATE/ZIP - (optional) Use these three seperate fields for entry of city, state, and zip codes for the displayed client master. CONTACT NAME - (optional - business only) Use this field to contain the name of the individual to contact for this business client. SALUTATION - (optional - individual only) Use this field to contain the name to use in all correspondance with this individual client master. PHONES (HOME/WORK) - (optional) Use these three fields to contain the home phone number, work phone number, and the work phone extension for the displayed client. COMMENTS - (optional) Use this space to enter any comments you need to be aware of concerning this client master. These comments relate to the client master and not the locations being serviced - they have their own comment fields. SERVICE/LOCATION Upon selection of this set of functions you will be displayed a fresh screen. If you had previously located a specific client before entering this set of functions that client and all service locations and service schedules will be displayed in summary form. This sub-menu provides you access to those functions necessary to properly maintain service schedules and accounts receivable. These functions are accessed by highlighting the desired function at the bottom of the screen and pressing the <ENTER> key. Display Client - With this function you can redisplay, or select another client, service schedule for maintenance. Upon requesting this function the screen will be refreshed and you will be prompted for a client ID. Press the <ENTER> key if you do not wish to display another client, or enter the ID of the client you wish to display and press the <ENTER> key. The system will then display all service schedules on file for client in location/service code sequence. At the end of the display you will be provided the opportunity to select a specific service for further processing. If you decide to select a service schedule for processing a lighted flag will be presented at the top of the displayed list of client services. Position this flag next to the desired service by use of the UP and DOWN arrow keys and then press the <ENTER> key. You will then be returned to the sub-menu selection display from which you can request the next function you wish to perform. The location/service selected will be imediately displayed upon entering the selected function. Location - With this function you can preform the location maintenance functions of - add new, change, and delete. Upon selecting this function you will be displayed a fresh screen. If you had preselected the location to be displayed then it and all services scheduled for that location will be displayed. If you did not preselect a location for display you will need to do so before proceeding further. (Note - If you are adding a new location to receive services you will be required to enter a service for that location.) Service - With this function you can preform service related maintenance functions of - add new, change, and delete. If you had preselected the service/location to be displayed then it will be displayed to you showing its current status. If you did not preselect a service for display you will need to do so before preceeding further. (Note - If you delete the only remaining service for a location then that location master will be deleted.) Call Schedule - With this function you can change the schedule status of a specific service schedule without having to completely resetup that service. Invoice - With this function you access the invoicing functions of post new, change, and delete. This function is performed against a specific location for a client. When a new invoice is posted for the location all service call schedules are advanced to the next pending due date. This pending due date is determined by adding the call frequence in days to the invoice (service) date if the remaining calls is greater than 0. When posting/changing the invoice you will be provided the oppertunity to record items of sale from both your inventory item list and for items not carried in inventory. Payments - With this function you access the payment/adjustment functions of add new and delete. You will also be displayed the clients current account status and date of last payment. LOCATION MAINTENANCE If you have preselected a service/location for processing you will be displayed that location and all scheduled services upon requesting this function. If not you will be required to identify a location to process. With this function you are provided the ability to add new, change, and delete service locations. With a location you can identify multiple service addresses. Each address can be identified with the name and address of the person to contact, the address, map code, phone numbers, and tax code. (Note - The use of a tax code to identify the tax rate for a location allows for sales, and taxes collected, to be accounted for by taxing authority. ADD NEW - If you are adding a new location you will also be required to setup at least one service schedule. CHANGE - Location master can be common to multiple services. Any change made to the location master will hold for all service schedules for that location. DELETE - When you delete a location you delete all service schedules for that location. FORWARD - With this option you advance to the next location of file for the selected client and are displayed all scheduled services for that location. If there are no more locations on file for this client a message will be displayed stating such. BACKWARD - With this option you advance back to the previous location on file for the selected client and are displayed all scheduled services for that location. If you have reached the beginning of the clients location file a message will be displayed stating such. EXIT - With this option you are returned to the location/service sub-menu option bar. SERVICE SCHEDULE MAINTENANCE If you have preselected a service/location for processing you will be displayed that location and scheduled service upon requesting this function. If not you will be required to identify a location and scheduled service to process. With this function you are provided the ability to add new, change, and delete scheduled services for a given location. Each scheduled service can be identified to a different client P.O. number and have its only schedule, rate, technician, and instructions. ADD NEW - Allows you to add a new service to the service schedule for this location. Intially upon setting up a new service for a location its schedule is classified as pending. Not until the schedule is flaged as confirmed will a routing call card be printed. CHANGE - Allows you to change any of the displayed fields for the displayed service. Unlike the call schedule confirmation screen you will be able to change such information as service description, P.O. no., terms, etc. DELETE - This will delete a specific service for a location. If this is the only service for the location the location master will also be deleted. FORWARD - Will advance forward to the next service on file for this location. If there are no more services on file for this location you will be displayed a message stating such. BACKWARD - Will advance backward to the previous service on file for this location. If there are no more services on file for this location you will be displayed a message stating such. EXIT - With this option you are returned to the location/service sub-menu option bar. CALL SCHEDULING If you have preselected a service/location for processing you will be displayed that location and scheduled service upon requesting this function. If no you will be required to identify a location and scheduled service to process. This function is similiar to 'Service Schedule Maintenance' with the exception that only the status of a scheduled service can be modified. Information that does not affect the status of a scheduled service is only displayed to you. SCHEDULE CALL - With this option you can change any of the displayed information that is related to the service call itself. This information consists of - comments, calls remaining, scheduled date, confirmation flag, rate, and technician (routing) to perform the service. Routing call cards will not be printed for a scheduled service until the 'Confirmed' flag is set to 'Y'. FORWARD - Will advance forward to the next service on file for this location. If there are no more services on file for this location you will be displayed a message stating such. BACKWARD - Will advance backward to the previous service on file for this location. If ther are no more services on file for this location you will be displayed a message stating such. EXIT - With this option you are returned to the location/service sub-menu option bar.